Vehicle expense tracking: what one truck really costs, month after month, with every rupee on its record
Diesel on station bills, tolls in the driver’s pocket, a service invoice in the workshop drawer, tyres in a dealer total, the EMI from the bank statement. Each is a cost of the same truck and none of them meet. NShine ERP puts every one on the vehicle it belongs to and reads them back as a statement and a profit line. Built for owners who want to know which truck to keep.
*No credit card required
Where a truck’s costs come from
Cost | Where it is recorded | What it carries |
|---|---|---|
Fuel | Fuel Tracking | Litres, amount, odometer, station, payment status; from the driver’s slip |
Road expenses | Expenses, related to the booking or the vehicle | Reference number, name, date, amount |
Services | Vehicle Maintenance | Tasks, labour and parts per task, provider, odometer, net total |
Tyres and batteries | Tyre/Asset Tracking | Serial, cost, purchase and first-fitted dates, the vehicle fitted to |
Loan EMI | Loans and Schedules | EMI split into principal and interest on its date |
Depreciation | Schedules | Posted per vehicle on its date |
Hire and workshop bills | Supplier Invoice | Related to the vehicle or booking; due date, balance, age |
What you can do
Fuel per truck
Every fill with odometer gives km per litre and cost per km per vehicle; All Vehicles Fuel Efficiency lists the fleet against expected mileage.
Expenses on the vehicle
An expense is related to a booking or to a vehicle. A tyre change or a roadside repair with no trip goes on the vehicle; a toll goes on the trip; both reach the vehicle’s month.
From the driver’s phone
Slips and receipts arrive on WhatsApp or the driver app; AI Inbox proposes the fuel entry or expense on the right vehicle and trip; you approve.
Service cost
Each service logs tasks, labour and parts, the provider and the net total; the Vehicle Maintenance Statement adds them up per vehicle.
EMI and depreciation
The loan on the truck posts its EMI with the interest split; depreciation posts per vehicle; both sit in Schedules with the month’s standing bills.
Profit per vehicle
All Vehicle Profit/Loss puts revenue, supplier hire, fuel, employee payments, expenses and profit on one line per truck; Vehicle Statement shows the entries behind it.
Bring one truck’s last month of bills
A 30-minute demo where we enter them against the vehicle and read its statement and profit line. No credit card, no setup fee.
Per trip and per vehicle are different questions
Trip expense tracking asks what one load cost and whether it made money. Vehicle expense tracking asks what one truck costs to keep on the road across all its loads, including the costs no trip owns: the service, the tyres, the EMI, the insurance. NShine ERP records an expense against a booking or a vehicle, and the vehicle reports read both, so the two questions are answered from the same entries.
The reports that read it back
Vehicle Statement lists a truck’s entries over a range. Vehicle Profit/Loss gives one truck’s revenue and costs; All Vehicle Profit/Loss gives every truck on one line each. Vehicle Maintenance Statement totals service cost. All Vehicles Fuel Efficiency compares fuel per km across the fleet. The report builder adds Expenses Total, Fuel Expenses Total and Driver Payments Total per booking for anyone who wants the trip view too.
A month on one truck
- Fuel slips arrive from the driver and become fuel entries with odometer.
- Tolls and road charges go on the trip; a repair or tyre change with no trip goes on the vehicle.
- The workshop logs the service with parts and labour; tyres are fitted by serial.
- Schedules posts the EMI with its interest split and the month’s depreciation.
- Open All Vehicle Profit/Loss and the Vehicle Statement; decide which truck to keep.
What stops happening
A truck’s cost known only as a feeling
Diesel in one bill, tyres in another, EMI in the bank statement
A repair paid by the driver and never costed
The decision to sell a truck made without its numbers
Service cost missing from the profit figure
Two trucks compared from memory
Watch the product in action
A walkthrough of the transport management software, in your preferred language.
Frequently asked questions
Vehicle expense tracking is included in every plan
Plans are priced by bookings per month and own vehicles, with a free trial and no setup fee. Pick the one that fits, or book a demo first.